eu exchange 4 grant scheme frequently asked questions · pdf fileeu exchange 4 grant scheme...

EUROPEAN UNION

DELEGATION TO THE REPUBLIC OF SERBIA

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EU EXCHANGE 4 Grant scheme

Frequently asked questions No.1

Restricted Call for Proposals

Reference: EuropeAid/134435/L/ACT/RS

Deadline for submission of Concept notes: 04/07/2013

No. Question Answer

1.

Who should provide the supporting documents

listed in the Checklist for the Concept Note

(valid municipal strategies relevant for the

project priority, decisions on adopting these

documents and other documents) – only

applicant? Applicant and obligatory co-

applicant, all consortium members (applicant

and all co-applicants)?

The Applicant is requested to submit the listed

documents copies with the concept note

submission in order to be considered eligible for

this Action (please refer to the footnotes in the

Guidelines for Applicants, pages 11 & 13).

2.

Should the supporting documents – strategies,

decisions, documents from “preconditions” be

scanned and provided in electronic form on

CD along with the Concept Note, Check list

for the Concept Note and Declaration by the

Applicant for the Concept Note?

The scanned version of the mentioned supporting

documents in paper form and on CD is sufficient.

The scanned version must be identical to the

original.

3.

In how many copies should we provide the

supporting documents (strategic, decisions on

adoption of the strategic documents and other

documents from preconditions: Registration

document of the agricultural cooperative

issued by the Serbian Business Register

Agency (APR); Extract from the Agricultural

Household Registry that cooperative has at

least 5 members who are registered as active

agricultural holders; Cooperation Agreement

with regional landfill operator and LSG unit;

Establishing act of operator for managing

regional landfill) – should a copy of supporting

documents be attached to each copy of the

Concept Note (1 original and 2 copies)?

The Concept Note together with the Checklist for

the Concept Note (Part A section 2 of the grant

application form) and the Declaration by the

applicant for the Concept Note (Part A section 3

of the grant application form) must be submitted

in one original and 2 copies in A4 size, each

bound (section 2.2.2. Guidelines for Applicants).

Applicants must verify that their Concept Note is

complete using the Checklist for Concept Note

(Part A section 2 of the grant application form)

because incomplete concept notes may be

rejected (section 2.2.2. Guidelines for

Applicants).

The above applies to all the supporting

documents listed in the Guidelines for applicants

and Concept note check list.

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No. Question Answer

4.

Is travelling to non-EU states (for example,

Montenegro, Bosnia and Herzegovina, FYRM)

eligible for priority 2: Agricultural

cooperation, for the purpose of participation in

trade fairs and promotion of agricultural

products?

Reference to the Study tours in the Guidelines for

Applicants is provided on page 17 and it reads:

a) Study tours may not be longer than one

week.

b) Within one project if the co-applicant is

from EU country, there should be a

maximum 1 study tour/ visit to EU

country

No further limitations are imposed by this Call.

“To ensure equal treatment of applicants, the

Contracting Authority cannot give a prior

opinion on the eligibility of applicants, or

affiliated entity(ies), an action or specific

activities” (section 2.2.4. Guidelines for

Applicants).

5.

Our project proposal is primarily related to the

victims of violence (which includes the older

population), but in the field of institutional

support, providing accommodation for victims

from the moment of violence and other

activities...

We specifically want to know if the Priority 3

only applies to services or ``geronto

domacica`` may appear other social services.

Proposals of this kind are part of the Action

Plan sectoral strategy on gender equality

adopted at the session of Leskovac in April

2013. Please as soon as possible answer to our

question, which is indispensable to be able to

continue work on the project proposal and the

date of the application to comply with

competition.

For the eligibility of actions, please see section

2.1.4. Eligibility of actions: actions for which an

application may be made, of the Guidelines for

applicants (p.14).

Only actions that include all mandatory activities,

with the mandatory measurable project indicators

provided in the Annex I of the Guidelines for

Applicants will be considered eligible.

Optional activities are given to illustrate the type

and range of activities, which could contribute to

the achievement of the objective of the Action.

Applicants need not limit themselves to the

examples given in this list which is not

exhaustive.






Applicants).

6. Please clarify within the Priority 3: Social

Welfare, the activity referring to the

accreditation of "geronto domaćice": who can




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No. Question Answer

perform the training and accreditation (which

institutions are authorized to do this according

to the programme rules) and are the

accreditation programs from the Centre for

Social Welfare of the Republic of Serbia valid

and eligible for the EXCHANGE 4

programme?

applicants (p.14).

The objective of the Call is to contribute to the

enforcement of the relevant national policy, thus

the respective national policy framework is to be

adhered to when designing and implementing

specific Action.






Applicants).

7.

Is it accepted for city founded agencies to

appear on tender for implementation of

education?

“For the eligibility of applicants and co-

applicants, please see section 2.1.1. Eligibility of

applicants (i.e. applicant and co-applicant(s)), co-

applicants of the Guidelines for applicants (p.8 &

9).






Applicants).

8.

What is the maximum number of agricultural

producers (cooperative members) that can go

on a study trip?

There is no limit regarding the maximum number

of agricultural producers taking part in the study

trip.

However, study tours and number of participants

must be properly justified in the Application

form.

9.

Is it mandatory for FR of Macedonia to be co-

applicant or associate if study trip to

Macedonia is one of the activity?

For the eligibility of applicants and co-applicants,

please see section 2.1.1. Eligibility of applicants

(i.e. applicant and co-applicant(s)), co-applicants

of the Guidelines for applicants (p.8 & 9).

However, it is not mandatory to include a co-

applicant as an associate from FYROM if study

travel is envisaged to this state.

10. Should the documents submitted for

associations / cooperatives be translated into

Where supporting documents are not in one of

the official languages of the European Union or

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No. Question Answer

English and verified? in the language of the country where the action is

implemented, a translation into English of the

relevant parts of these documents proving the

applicant(s)'s eligibility, must be attached and

will prevail for the purpose of analysing the

application.

Where these documents are in an official

language of the European Union other than

English, it is strongly recommended, in order to

facilitate the evaluation, to provide a translation

of the relevant parts of the documents, proving

the applicants' eligibility, into English.

(section 2.4. Guidelines for applicants)

11.

From these three priorities in Exchange 4, is

there a possibility to apply for GIS project

through Economic Development?

Considering that in specified priorities there is

type of project for "List and Registration for

public property in Local Government".




applicants (p.14).










exhaustive.






Applicants).

12.

The question is related to the Priority 2: Local

Economic Development – Property

management, LOT 1.

We need confirmation that our project idea is

eligible for co-funding if some of the

mandatory activities (see page 16 of





Mandatory activities can be implemented either

by applicant or co-applicants or by all parties

simultaneously, (prior or during the Action).

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No. Question Answer

Guidelines for grant applicants) have solved

earlier, which means that the some of those

mandatory activities will be not included in

project as an activity

(for example: the municipality X has

established the structure for property

management since year 2012.).

In case any of mandatory activities has already

been performed by the beneficiary it should be

adequately reflected in the project proposal

/concept note.

For more information on Establishment of

municipal organizational structure for property

management please refer to the Methodology on

Inventory and registration of property of LSG

units, available at Exchange 4 website:

http://www.exchange.org.rs




applicants (p.14).






Applicants).

13.

In addition we are interested for

implementation of GIS system (Geographic

Information System) which will be used for

property management (IT structure for

monitoring of the public ownership

transformation process). Are the costs for

installation of GIS system considered eligible?

For information on the eligibility of costs, please

see section 2.1.5. Eligibility of costs: costs that

can be included of the Guidelines for Applicants.

“Eligible costs are actual costs incurred by the

Beneficiary(ies) which meet all the following

criteria:

a) they are incurred during the

implementation of the Action as specified in

Article 7 of the Special Conditions…”

(Annex II – General Conditions, Article

14.1.)

Please also refer to the answer provided for

question No. 11 above.

14.

What is the exact Serbian title of the Serbian

authority which is supposed to issue this

document (Precondition 3: Extract from

Cadastre with initial data of properties that are

subject of transfer of ownership to Local

The exact title of the Serbian authority issuing

this document is:”Republički geodetski zavod”.

http://www.coe.org.rs/REPOSITORY/2666_metodologija_popisa_i_upisa_imovine_(za_sajt).pdf

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No. Question Answer

Authority)?

a) What level of information exactly is

requested in such an "extract"?

Requested document should include information

concerning political municipality (name of the

town/municipality), cadastral municipality, parcel

number and object number.

b) Has the above issuing authority been

informed of the fact that their document is a

precondition to applying for your grant, and

can they issue this document within requested

deadline without of charge?

The institution in charge of issuing this document

has been informed. In order to facilitate process

of issuing requested documents, Republic

Geodetic Agency will distribute requested

documents free of charge through the Standing

Conference of Towns and Municipalities to all

applicants, applying for the respective Priority

theme, who have passed the Concept note

evaluation.

c) If this document means the actual individual

property extracts from the Republic Cadastre,

which are subject to payment, than this

information is absolutely crucial to preparation

of the concept note too, and applicant need to

have this clarification as soon as possible.

Very few local governments have obtained

such extracts about individual properties

subject to transfer of property rights to local

government, and most of them will want to

include this cost in the project budget.

a) Please refer to the clarifications provided

to the question above (14. b).

b) For the eligibility of costs please see

answer 13.

d) If a local government has already

established a body called "Agencija za

imovinu" (Property Agency), can a

confirmation letter on the status of property

from such a locally established Property

Agency be considered valid proof in evidence

of precondition no 3?

Only documents issued by the Republic Geodetic

Agency will be considered as valid.

Please refer to the clarifications provided to the

question above (14. b)

15.

Is the co-applicant on the project in charge of

his own public procurement procedures for

which he must then deliver proof to applicant,

and will the applicant transfer advance to

co/applicant in EUR or RSD?

The applicant / co-applicant(s) must comply with

the procurement rules set out in Annex IV –

contract award procedures to the standard grant

contract.

The transfer of resources is subject of agreement

between parties and should be in line with the

relevant national legislation provisions. The

contracting authority will transfer the money

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No. Question Answer

solely to the Coordinator in EUR.

16.

If the applicant or co-applicant is a local

government which is under "compulsory

administration" until new local elections are

held, does this disqualify this applicant or co-

applicant in the process of grant award?

For the eligibility of applicants and co-applicants,

please see section 2.1.1. Eligibility of applicants

(i.e. applicant and co-applicant(s)), Guidelines

for applicants (p.8-9)

Please enclose with the Concept note the decision

on establishment of Temporary authorities of the

Municipality of X, based on the Law on Local

Self-Government and accompanied with

unofficial translation.

17.

Is it allowed for the City municipality to be co-

applicant on the project where City is the

applicant?

Please see section 2.1.1. Eligibility of applicants

(i.e. applicant and co-applicant(s)), of the

Guidelines for applicants (p.9)

Subject section states for both applicants and co-

applicants the following formulation: “be a local

authority: municipality, town / city or city

municipality in the Republic of Serbia” with no

restriction on links between them.






Applicants).

18. Is it obligatory that co-applicant participate in

all activities with Applicant?


(i.e. applicant and co-applicant(s)), and section

2.1.4, Eligible actions of the Guidelines for

Applicants (p.9)

There is no explicit requirement in the Guidelines

for Applicants regarding distribution of activities

between the Co-applicant and the Applicant that

solely depends on the design of the Action.

19. In what capacity Co-applicant participates in

activities conducted by the Applicant? Please see answer above No. 18.

20.

Do applicant and co-applicant, both sign

Declaration for the Concept note, or it is only

necessary to sign the Applicant?

For the information how to apply and the

procedures to follow, please see section 2.2.2.

where and how to send Concept notes of the

Guidelines for Applicants (p.22)

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No. Question Answer




applicant for the Concept Note (Part A section 3

of the grant application form) must be submitted

in one original and 2 copies in A4 size, each

bound.

Please read carefully the text of the Declaration

and make sure that the Declaration is submitted

with the full text and signed by the Applicant.

21. Is it necessary to enclose LEF number if on our

PADOR account LEF is N/A?

For the information how to apply and the

procedures to follow, please consult the folder

“Document to be filled in”, Grant Application

Form, document Checklist for the concept note.

“Legal Entity File number is to be filled in if the

applicant has already signed a contract with the

European Commission” footnote of the Grant

Application Form, document Checklist for the

concept note.

22.

Can we apply to the Exchange 4 program, in

the area of waste management, although we

still have not built sanitary landfill, and we are

signatories to the Agreement on its

construction?

For the eligibility of applicants, please see

section 2.1.1. Eligibility of applicants (i.e.

applicant and co-applicant(s)), Applicants, of the

Guidelines for applicants (p.8)

Please note that for Priority 1, exclusively, the

applicant must be a local authority participating

in established regional waste management

scheme, with operational regional sanitary

landfill in place






Applicants)

23. 2

Could the applicant with application in one Lot

be at the same time in the same Lot co-

applicant within another application and be

beneficiary in both at the same time?

If awarded the Grant contract, the co-applicant(s)

will become beneficiaries in the Action (together

with the Coordinator- Applicant).

For the number of applications and grants per

applicant please see section 2.1.4. Eligibility of

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No. Question Answer

actions: actions for which an application may be

made of the Guidelines for Applicants (p. 17).






Applicants).

24.

Could the Applicant in one specific Lot be at

the same time co-applicant in two more

projects in the same Lot?


question No.23 above.

25.

Do we need to translate all our project in

English?

(we mean on both: Project concept note and

complete the application form)

Application must be submitted in accordance

with the Concept Note instructions in the Grant

Application From annexed to the Guidelines for

Applicants (Annex A).

Applicants must apply in English.

(section 2.2.1, Guidelines for Applicants)

Please see answer 10.

26. Do we need to include budget in our project

concept note, and do we need to elaborate it?

Application must be submitted in accordance

with the Concept Note instructions in the Grant

Application From annexed to the Guidelines for

Applicants (Annex A).

In the Concept Note, applicants must only

provide an estimate of the amount of contribution

requested from the Contracting Authority and a

percentage of that contribution in relation to the

total amount of the Action. Only the applicant

invited to submit a full application in the second

phase will be required to present a detailed

budget.

(section 2.2.1, Guidelines for Applicants)

27.

Whether the disposal of animal waste as well

as medical and pharmaceutical waste activities

eligible under priority 1.3 or whether in

municipal solid waste includes animal waste?


and section 2.1.4, Eligible actions of the

Guidelines for Applicants (p.9)

Only actions that include all mandatory

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No. Question Answer

activities, with the mandatory measurable project

indicators provided in the Annex I of the

Guidelines for Applicants will be considered

eligible.






exhaustive.






Applicants)

28.

Please can you confirm whether municipality

from Croatia is eligible as co-applicant for

EXCHANGE 4, since Croatia will become

member of the EU starting from July 1st 2013?

For the eligibility of applicants, please see section

2.1.1. Eligibility of applicants (i.e. applicant and co-

applicant(s)), Applicants, of the Guidelines for

applicants (p.8)

Please note that the Concept note submission

deadline is 4th July 2013.


Contracting Authority cannot give a prior opinion

on the eligibility of applicants, or affiliated

entity(ies), an action or specific activities” (section

2.2.4. Guidelines for Applicants).

29.

Must in the existing EU call EXCHANGE 4

the applicant be only municipality, town / city

or municipality in the Republic of Serbia or it

can be an organization founded by the

Municipality 100% or in part?

For example, whether applicants can be the

Rural Development Agency Ltd established by

the municipality? or, and the Regional

Development Agency Ltd. founded by the

municipality?



applicant(s)), Applicants, of the Guidelines for

applicants (p.8)





2.2.4. Guidelines for Applicants)

30. The X Municipality wants to apply with

Project proposal through Exchange 4 program



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No. Question Answer

to create a Geographic Information System

(GIS) for Municipality, so I wonder whether

there is a possibility that such a project

proposal will be approved with respect to the

value of such a project and taking into account

the size and population of the Municipality

(26,000 citizens)?


applicants (p.14).

Please refer to the clarifications provided for

question No. 11 above






31.

If the Municipality X receives the Grant, is

there an upper and lower limit of the ratio of

the distribution of the Grant with co-applicant?

Distribution of the Grant is subject of agreement

between the applicant and co-applicant(s).

32.

To what kind of investment implies term

"small-scale investment" (page 17 of the

Guidelines for Grant applicants, section –

limitations)?

Does it include small infrastructure works and

supply of equipment and furniture in the

maximum value of 20% of the total project

costs?

Could we assume small scale infrastructure

work as refurbishment of existing premises for

the purpose of the project?

Small scale investments include purchase of

equipment and small infrastructure works which

together cannot go over 20% of the overall project

budget with exception for Priority 1- Waste

management action where small scale investment

must not go over 40%.

For more information on the eligibility of costs,

please see section 2.1.5. Eligibility of costs: costs

that can be included of the Guidelines for

Applicants.

Also, please refer to the section 2.1.4 where

ineligible types of action are presented.


Contracting Authority cannot give a prior opinion on

the eligibility of applicants, or affiliated entity(ies),

an action or specific activities” (section 2.2.4.

Guidelines for Applicants).

33.

Can an NGO which is a social service provider

and therefore for several years back has had

partial financing from its local government be

the "Affiliated entity''?

For more information about the eligibility of

affiliated entities, please see section 2.1.2. Affiliated

entities. Any entity fulfilling the requirements listed

in the section 2.1.2. Affiliated entities is eligible to

take part in the application.





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No. Question Answer


34.

Can human resource costs for the “Affiliated

entity” be planned under the budget category 1

and, if agreed between the Applicant and

Affiliated entity, be allocated (when the

project is awarded) to the special (the project)

purpose account of the Affiliated entity from

which they will be paid out to individuals as

planned under the project?

Affiliated entities participate in the design and in the

implementation of the Action and the costs they

incur (including those incurred for Implementation

Contracts and Financial Support to third parties)

may be accepted as eligible costs, provided they

comply with all the relevant rules already applicable

to the Beneficiary(ies) under the Grant Contract.




Applicants.

Budget planning is the responsibility of the applicant

and it depends on the design of the Action.

In addition, the relation between the Applicant and

the Affiliated entity is the responsibility of the two

parties and their agreement.

35.

Will the references (previous projects,

organizational capacities etc.) of the ''Affiliated

entity'' also be taken into account in scoring of

project proposals of the Action?

The quality of the applications, including the

proposed budget and capacity of the applicants and

affiliated entity(ies) will be evaluated using the

evaluation criteria from the evaluation grid.

Please refer to the section 2.3 of the Guidelines for

Applicants, the Step 2: Evaluation grid of the Full

Application and the full application form, part B,

section 6.2 . stating the information will be used to

assess whether the affiliated entity has sufficient and

stable experience of managing actions.

The necessary financial and operational capacity of

the affiliated entity depends on the project design

and envisaged roles and responsibilities of the

parties in the project implementation.

36.

Will the references (previous projects,

organizational capacities etc.) of the

organization which has the status of the

''Affiliated entity'' be scored in the same

manner as if that organization had the status of

the ''Co-applicant''?

Please refer to the answer to the question above No.

35.

37. In the existing EU Call for Proposals

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No. Question Answer

EXCHANGE 4, must the applicant be only

municipality, town / city or municipality in the

Republic of Serbia or it can be an organization

founded by the Municipality 100% or in part?

For example. whether applicants can be the

Rural Development Agency Ltd established by

the municipality? or, and the Regional

Development Agency Ltd. founded by the

municipality?

Please see answer 29

38.

We have an unregulated, unhygienic landfill in

our municipality.

Other landfill is planned to be our regional

regulated landfill, but it still in the developing

phase. We are included in the regional scheme

through that landfill, but it will be operational

in 2014. Is our municipality eligible to apply

for Exchange 4 call for proposal?



applicant(s)), Applicants of the Guidelines for

applicants (p.8)


Question No. 22 above






39.

Budget decision by the Law on financing of

Local Self-Government cannot be adopted

before December 2014 for the year 2015 - Is it

valid for projects within Priority 3 in terms of

Mandatory Activity?

Provisional date for contract signatures is December

2013, which should in turn give sufficient time

(considering expected duration of the actions) to the

applicants to adopt budget decisions at local level.

40.

Are services provided by geronto-caretakers

(their salaries) eligible project costs? If yes, in

which way, under which budget line?

Can employees of LSG or Social Welfare

Centers receive salaries, or part of their salaries

from the project? (in ''Exchange 3'' they

received 30% of their salaries)?

Can beneficiaries' participation be represented


and it depends on the design of the Action and how

and by whom the services are to be provided.

Salary costs of local government employees may be

considered as eligible costs, to the extent that they

relate to the costs of activities which the relevant

public authority would not carry out if it did not

undertake the project concerned

If by “beneficiaries’ participation” is meant salaries

of the employees, then this co-financing is

considered eligible. Please pay special attention to

the list of ineligible costs (p. 20) in the Guidelines

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No. Question Answer

as municipality's co-financing?

for Applicants.

Any costs meeting the eligibility criteria set out in

the Guidelines for Applicants will be considered

eligible.




Applicants.

41.

Is the term: “cooperative“ in definition of

Priority 2 (Local Economic Development

– Agricultural cooperation at local level, Type

of Action: Support competitiveness of local

economies through strengthening agricultural

cooperatives), strictly limited/restricted to

cooperatives exclusively, or it is eligible to

implement this request through the

establishment of “clusters“?




applicants (p.11-18).The Action specifically

addresses the agricultural cooperatives and entails

mandatory activities related to them.






42.

It is stated that Auditing costs are ineligible

costs because expenditure verification will be

contracted by the Contracting Authority. Does

it mean that Contracting Authority will pay

these costs?

Expenditure verification under this grant scheme

will be carried out by the Audit company contracted

and paid by the Contracting Authority.

43.

Can one Applicant also, at the same time, be

the Co-applicant in two applications and the

Affiliated entity in one or more applications?

For the number of applications and grants per

applicant please see section 2.1.4. Eligibility of

actions: actions for which an application may be

made of the Guidelines for Applicants (p. 17).

44.

Is this call's Priority 2 taking in account the

national legislation related to cooperatives –

Draft Law on Cooperatives (as said on page

6 of Guidelines for Grant Applicants) and not

Law on Cooperatives currently in force

(“Official Gazette of SRJ“ №41/96 and 12/98

and “Official Gazette of Republic of Serbia“

№101/2005 and 34/2006)?

All existing agricultural cooperatives are established

under the Law on Cooperatives currently in force

(“Official Gazette of SRJ“ №41/96 and 12/98 and

“Official Gazette of Republic of Serbia“ №101/2005

and 34/2006)

45. Clarification concerning eligibility of

applicant/co-applicant.



applicant(s)), Applicants of the Guidelines for

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No. Question Answer

Namely, it is stated under Para. 2.1.1. that

applicant must be legal person, non-profit

making, and that for Lot 1, it must be local-self

government unit (plus, specific for Priority 1.

LSG unit participating in regional waste

management “scheme”/having regional

landfill). However, in Para. 2.2.2, giving

criteria for affiliated entities, it is said that

affiliated entities must fulfill same criteria as

applicant/co-applicants, but it is also said that

“In addition to categories referred to in 2.1.1,

the following are however also eligible:

Regional/local public utility companies”.

Our question relates to status of eligibility of

public utility company which is owned by

several local self-government units (51%) and

privately owned company (49%) – Public-

private partnership/ownership. Since public

utility company is not non-profit making, is it

eligible to be affiliated entity? Plus, does

remark in Para 2.2.2. means that it could be

co-applicant, or could be treated only as

affiliated entity?

applicants (p.8)

In specific please refer to the eligibility requirement:

"be non-profit-making (with an exemption of the

Agricultural cooperatives eligible as co-applicants)"






46. Can staff already employed at the local

authority be paid from the grant?




please see the Guidelines for Applicants, .section

2.1.5. Eligibility of costs: costs that can be included

47. 2 Can total project cost exceed 200,000 EUR? Total project costs can exceed EUR 200,000.

However, any grant awarded under this Call for

Proposals must fall between the minimum and

maximum amounts:

Minimum amount: EUR 100,000

Maximum amount: EUR 200,000

48. 4 Can software be considered as an investment? Please see the answer above. Whether the software

can be considered an investment or not depends on

your design of the action and the related budgeting,

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No. Question Answer

i.e. whether software is part of the equipment

(investment) or represents provision of services.

49. 6 Is it eligible to calculate gas mileage as 0,20

EUR per km?

For the eligibility of costs please refer to guidelines

section 2.1.5.

The budget has to be provided with the Full

application. Part of the budget template is the

justification sheet for the calculated costs (see

guidelines annexes for information, Budget of the

Action)

Depending on a justified reasoning the Evaluation

committee might decide to accept/reject or revise the

proposed reasoning.

50. 7 What is the most appropriate contract type for

employing expert staff?

There are no provisions in the Guidelines for

Applicants prescribing type of contracts between the

Applicant and its staff. It is up to the beneficiaries to

define the most appropriate type of contract

depending on the design of the Action and in line

with the national legislation.

51. 9 Is vehicle purchase an eligible cost? Any costs fulfilling the eligibility criteria set out in

the Guidelines for Applicants will be considered

eligible.


please see the Guidelines for Applicants, .section

2.1.5. Eligibility of costs: costs that can be included,

52. 1 What are simplified costs? Simplified cost options may take the form of:

unit costs: these cover all or certain specific

categories of eligible costs which can be

clearly identified (as indicated in the Budget

at proposal stage) and are expressed in

amounts per unit.

lump sums: these cover in global terms all

or certain specific categories of eligible

costs which can be clearly identified (as

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No. Question Answer

indicated in the Budget at proposal stage).

flat-rate financing: this covers specific

categories of eligible costs which can be

clearly identified (as indicated in the Budget

at proposal stage) and are expressed as a

percentage of other eligible costs.

53. What constitutes a 60,000 EUR limitation in

regards to the simplified costs?

The total amount of financing on the basis of

simplified cost options that can be authorised by the

Contracting Authority for any of the applicants

individually (including simplified cost options

proposed by their own affiliated entities) cannot

exceed EUR 60,000 (the indirect costs are not taken

into account).

For the purpose of this Call, the Contracting

Authority authorizes the use of simplified cost

options only to the budget subheadings: 1.1 and 1.2

Salaries.

54. Do we have to fill in only the left side of the

budget template?

Please refer to the footnote 2 of the Annex e3c,

Budget of the Action template.

This section ("right side of the budget template)

must be completed if the Action is to be

implemented over more than one reporting period

(usually 12 months).

55. Which equipment requires a certificate of

origin?

All goods (supplies and materials) purchased under a

contract financed under an EU instrument must

originate from the EU or from an eligible country

(for the list of eligible countries, please see the

PRAG 2013, section 2.3.1. The rules on nationality

and origin. Web link for PRAG 2013:

http://ec.europa.eu/europeaid/prag/document.do.

Please see also the Section 2.2 of the Annex IV

(documents for information) in the Guidelines for

Applicants.

56. Is it necessary to have the supporting

document e.g. Local Strategic Plan, Action

Where supporting documents are not in one of the

official languages of the European Union or in the

http://ec.europa.eu/europeaid/prag/document.do

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No. Question Answer

Plan etc. in English language when submitting

an application?

language of the country where the action is

implemented, a translation into English of the

relevant parts of these documents proving the

applicant(s)'s eligibility, must be attached and will

prevail for the purpose of analysing the application.

Where these documents are in an official language

of the European Union other than English, it is

strongly recommended, in order to facilitate the

evaluation, to provide a translation of the relevant

parts of the documents, proving the applicants'

eligibility, into English (section 2.4. Guidelines for

applicants).

57. Does the applicant have to translate the entire

strategic document or just the part relating to

the area for which he is applying?

Please see the answer 56.

58. Is it necessary to submit signed declaration

along with project Concept notes?




applicant for the Concept Note (Part A section 3 of

the grant application form) must be submitted in one

original and 2 copies in A4 size, each bound (section


59. Are applicant and co-applicant listed in the

grant contract?

If awarded the Grant contract, the applicant will

become the Beneficiary identified as the Coordinator

in documents for information Standard grant

contract (Special conditions). The Coordinator is the

main interlocutor of the Contracting Authority. It

represents and acts on behalf of any other co-

beneficiary (if any) and coordinate the design and

implementation of the Action (Guidelines for

Applicants, section 2.1.1.). The co-applicant is listed

in the Special Conditions as well.

60. Do municipalities have to pre-finance

implementation of the Action?

For the purposes of the initial pre-financing

payment, the signed contract serves as payment

request.

Initial pre-financing payment shall be made within

30 days of receipt of the payment request by the

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No. Question Answer

Contracting Authority (Article 15, General

Conditions).

61. Are both the applicant and the co-applicant

required to provide minimum 10% of co-

financing.



The minimum 10% co-financing applies to the

Action budget as a whole disregarding individual

contribution of the project beneficiaries and partners.

Distribution between the Applicant and the Co-

applicant is subject of agreement between the two

parties.

For the maximum and minimum percentage

applicable please refer to Guidelines for Applicants

section 1.3.

62. Are salaries of employees in local authorities

eligible to be treated as applicant’s co-

financing?

Salary costs of local government employees may be

considered as eligible costs, to the extent that they

relate to the costs of activities which the relevant

public authority would not carry out if it did not

undertake the project concerned.

Salaries of the employees are considered eligible as

co-financing.

However, contributions in kind will not be

considered eligible costs.

63. Does the co-applicant have to have a valid

strategic document when applying?

When submitting the Concept note, it is necessary to

enclose a valid municipal strategic document

(sustainable development strategy (LSDS), sector

strategy, action plan) whre priority areas for which

applicant is applying for is identified as priority with

the decision on adoption of the subject document.

There is no specific requirement that both the

applicant and co-applicant have to submit valid

strategic document.

Applicants are advised to refer to the Check list for

the concept note.

64. In case the local government strategy has Please submit the valid strategic document, formally

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No. Question Answer

expired (e.g. covered the period until 2012)

and the new one for the period 2013 – No. x is

under preparation but not adopted yet, can we

submit the adopted strategy as considered valid

until the new one is adopted. , Is it necessary

to submit an annex to the adopted valid

strategic document?

adopted. In case the period covered by the subject

strategy has expired but the priorities identified in it

continue to be valid and subject of implementation

until the new strategy is formally adopted please

submit appropriate clarification and justification in

addition to the document itself.

65. How explicitly does the priority theme to

which an applicant is applying has to be

elaborated in the strategic document?

Priority areas for which applicants are applying

under this Call for Proposals have to be identified as

priorities in adopted valid municipal strategic

document (sustainable development strategy –

LSDS, sectoral strategy, action plan, etc).

66. Does the city strategy relate to every city

municipality? Yes.

67.

Do all indicators have to be filled in the

application form?

Please refer to the Guidelines for Applicants, section

2.1.4, Types of Activity, and Annex I – Table of

Indicators.





Applicants should fill in the Annex I indicating their

baseline and estimated targets for each indicator in

line with the priority they are applying for.

Mandatory indicators must be duly filled. If your

project does not involve optional indicators leave it

blank. Indicators are not exhaustive and applicants

are encouraged to develop more indicators for

measuring the achievement of the project objectives.

68.

If the applicant already enacted one of the

listed mandatory activities, is it necessary to do

it again?



provided in the Documents to be filled in of the

Guidelines for Applicants will be considered

eligible. Mandatory activities can be implemented

either by applicant or co-applicants or by all parties

simultaneously, (prior or during the Action).

In case any of the Mandatory activities has already

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No. Question Answer

been performed by the applicant it is necessary to

reflect it adequately in the concept note / project

proposal.




applicants (p.14).


Contracting Authority cannot give a prior opinion on

the eligibility of applicants, or affiliated entity(ies),

an action or specific activities” (section 2.2.4.

Guidelines for Applicants).

69.

Do activities of an applicant and a co-applicant

have to be the same? Are there obligatory

activities in which the co-applicants have to

take part?

For the information about designing and

implementing the action please see section 2.1.1.

Eligibility of applicants (i.e. applicant and co-

applicant(s)), Co-applicants of the Guidelines for

Applicants (p.9)

There is no specific requirement in the Guidelines

for Applicants related to the distribution of activities

between the co-applicant and the applicant.

70.

Does the co-applicant have to introduce

participation/co-payment?

The distribution of project funds (grant and co-

financing contribution) between the project parties

(applicant and co-applicant) is subject of their

agreement based on the design of the Action.

71. Do mandatory activities require bigger portion

of financing in the application?

There are no limits regarding the distribution of the

Grant in regards to the action activities. The

distribution of the Grant is to be agreed between the

applicant and co-applicant(s).

72. Is registration document issued by the Serbian

Business Registry Agency necessary for

agricultural cooperatives?

Yes, in case you intend to support the existing

agricultural cooperative through the project.

No, if you intend to establish new agricultural

cooperative through the project.

73. Does the Delegation of the European Union

transfer funds only to the applicant?

Yes. The Contracting Authority will transfer funds

to the Applicant/Coordinator only, in EUR.


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No. Question Answer


in annex E3h1 (Special conditions). The Coordinator

is the main interlocutor of the Contracting Authority.

It represents and acts on behalf of any other co-

beneficiary (if any) and coordinate the design and

implementation of the Action (section 2.1.1.

Guidelines for Applicants (p. 8))

74. What is the difference between applicant, co-

applicant and an affiliated entity?



in annex E3h1 (Special

Co-applicant(s) participate in designing and

implementing the action, and the costs they incur are

eligible in the same way as those incurred by the

applicant.

The applicant and its co-applicant(s) may act with

affiliated entity (ies)

Any entity fulfilling the preconditions listed in the

section 2.1.2. Affiliated entities, are eligible to take

part in the application.

75. Is PADOR registration for applicants and co-

applicants mandatory for Concept Note

evaluation?

Please refer to the Guidelines for Applicants, section

2.2.

ation in PADOR is

obligatory for an applicant applying for grants above

€ 60 000.

Registration is optional though strongly

recommended for:

co-applicant and affiliated entity(ies).

obligatory for all pre-selected applicant, co-

applicant(s) and all their affiliated entity(ies).

76. Where can we find LEF number? For detailed information on LEF number, please

refer to EU PADOR helpdesk on the following e-

mail address:

[email protected]

mailto:[email protected]